2 Attachment, ADC 460

ADC 460

Revises DLMS Supplement 869C, Requisition Cancellation, and 

Associated Procedures in Support of RBI

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: 

a. Technical POC: DLA Logistics Information Service Agency-LAR, J6B,

269.961.5723

b. Functional POC: DLA Logistics Information Service Agency-LAR, J6B,

269.961.5635

2. FUNCTIONAL AREA:

 a. Primary/Secondary Functional Area: Supply/Logistics 

 b. Primary/Secondary Functional Process: Delivery Notification

3. BACKGROUND: The DLA Disposition Services is a worldwide presence within the 

Department of Defense, with disposal specialists in 14 foreign countries, two U.S territories, and 

39 states. DLA Disposition Services’ mission is the execution of disposition solutions for excess 

military property. The Reutilization Business Integration (RBI) project will replace the Defense 

Reutilization and Marketing Service (DRMS) Automated Information System (DAISY) by 

integrating DLA Disposition Services business processes within the DLA enterprise suite of 

applications, including the Enterprise Business System (EBS).

a. Intent of the transaction: The DLMS 869C Requisition Cancellation is used to cancel 

customer requisitions from DLA Disposition Services. With the inclusion of the RBI 

functionality in EBS, this transaction needs to be updated to include passing a Disposal Turn-In 

Document (DTID) number. Additionally, there are unique procedures required to ensure that the 

document number used for a cancellation submitted from a Component supply system matches 

the document number employed by DLA Disposition Services.

b. Scenario for which the transaction is used: Under RBI, when a requisition is 

cancelled or partially cancelled by a customer, the DTID Number must to be added to the

inbound DLMS 869C Requisition Cancellation transaction. EBS will have logic in place that 

will help to identify the order that needs to be either cancelled or partially cancelled based on the 

customers requisition document number and the DTID Number. 

c. Procedures, transactions, data elements, processing details in use today: The 869C 

is currently used by EBS. The transaction needs to be updated to include the DTID Number to 

ensure the correct cancelled requisitions are identified and processed in EBS. This will be done 

by using both the customer requisition document number and the DTID Number to locate the 

requisition.
3 Attachment, ADC 460

4. PROPOSED CHANGE(S):

 a. Requested change in detail: If a DLA Disposition Services customer cancels a 

requisition, a cancellation notice is generated and sent to EBS via the DLA Disposition Services 

Reutilization/Transfer/Donation (RTD) Web Application (for reutilization orders) or via the 

GSA Surplus Property Program Web Application (for transfer and donation orders). Since all 

DLA Disposition Services requisitions that occur for useable items require a DTID, the DTID 

Number needs to be sent as part of the cancellation so that EBS can verify the correct DTID 

inventory record is updated based on the cancellation received. Significant updates subsequent 

to proposal staffing are highlighted in yellow.

 b. Proposed procedures: 

(1) RTD customers have the option to cancel a requisition prior to receiving the 

requisitioned DLA Disposition Services inventory. In this situation, the RTD customer will log 

into the RTD or GSA web application to view the existing sales order. When a DLA Disposition 

Services customer generates a cancellation for a requisition, a cancellation will be sent to EBS 

along with the DTID Number for the item that is being cancelled. EBS will use the DTID 

Number as well as the requisition document number to identify and cancel the requisition. EBS 

will adjust its inventory accordingly, based on the cancelled quantity of the requisition.

(2) The customer may cancel an entire order (applicable to one or more DTID 

Number values) or a portion of the order (specific DTID Numbers from among multiple DTID 

Numbers applicable to the original order). RTD or GSA web applications must send a separate 

cancellation transaction for each DTID Document Number cancelled. 

(3) Customer Submission of Cancellation via Service/Agency Supply System

Subsequent to Supply Status. When the original requisition is submitted from a

Service/Agency supply system (using either DLMS or legacy MILSTRIP format), it is processed 

first by the RTD Web. When the requested quantity is available, but the requisition quantity 

exceeds the quantity associated with a single DTID Number, the RTD Web must suffix the 

customer’s document number to create separate DLMS 511R requisitions for each DTID

Number until the quantity is satisfied. This suffixing of the document number is necessary under 

the RBI business rules because property is controlled at the DTID level and multiple DTIDs 

cannot be associated with the document number alone. The RTD Web then forwards the updated 

requisition transactions, now reflecting the suffix code and DTID Number, to DLA Disposition

Services (EBS) for processing. DLA Disposition Services will provide supply status for each

document number suffix reflecting the associated DTID Number. Customer cancellations 

subsequent to receipt of supply status citing a document number suffix code may be prepared 

using the applicable document number/suffix code combination from the supply status. 

However, Component supply systems may also cancel requisitions by quantity alone, requiring 

the RTD Web to determine the appropriate suffix/DTID combinations to cancel. Staffing Note:

Capability to process cancellations by document number and quantity, may not be available for 

the initial implementation in March, but will be added as post-go-live functionality. 

Staffing Note. Use of the suffix code as described above is not consistent with MILSTRIP 

suffixing to identify split shipments. However, the DLA Disposition Services requires 

accountability down to the DTID level and only supports a single occurrence of the DTID for 

each document number. The originally proposed RTD procedure to generate unique document 

numbers for each DTID Number was not considered acceptable since these document numbers 
4 Attachment, ADC 460

would not be recognized by the Component’s supply system creating a disconnect between the 

original requirement/due-in and the DLA Disposition Services response/shipment. The use of 

suffix codes in the manner described above will leverage existing Component legacy system 

processing to recognize and retain suffix codes provided via supply status and will 

simultaneously create the one-to-one relationship necessary. More extensive redesign is not 

feasible. Suffixing by document number to uniquely identify each associated DTID is, therefore,

employed here as a less intrusive business model for RBI.

(4) Component modernization applications shall be designed to retain the DTID 

Number provided on the DLMS supply status (870S) so that it may be perpetuated to the 

cancellation when canceling a requisition when so desired. The DTID Number will be treated as 

optional from the Component supply system, but will be mandatory between RTD and EBS.

Staffing Note to DLA Disposition Services: The RTD-assigned DTID Number cannot be 

perpetuated to the legacy supply status format. Additionally, Component implementation of 

DLMS will not occur in the near term, and will result in the optional inclusion of the DTID;

therefore, a customer cancellation may reflect the supply status identified document 

number/suffix code combination or document number and quantity cancelled, and not the 

specific DTID Number. The RTD Web must be able to accommodate the missing DTID Number 

and determine applicable suffix codes if not perpetuated on the customer’s cancellation. Where 

the customer cancellation is based upon quantity, the RTD Web may need to generate multiple 

DLMS 869C transactions to separately identify each suffix code/DTID combination to 

accommodate the quantity cancelled.

(5) Local Stock Numbers (LSN) and Unit of Use under RBI

(a) Cancellations may use the LSN assigned for materiel identification. 

This is applicable when property turned in to DLA Disposition Services cannot be identified by a 

National Stock Number (NSN).

(b) If an item is turned in to the Disposition Services Field Office, and the 

receiver identifies an NSN for the item, but the item is less the FLIS Unit of Issue, the receiver 

will create a new LSN by replacing the first character of the NIIN with an "R". This form of 

LSN for Unit of Use will not be visible to the customer during the ordering or cancellation, as it 

is provided for intra-DLA use. The property will be identified by its NSN for RTD. The Unit of 

Use Indicator will define the quantity and unit of measure as applicable to unit of use. 

 c. Alternatives: None identified. The DTID Number needs to be added to the transaction 

in order to successfully cancel DLA Disposition Services requisitions. If not provided by the 

customer, RTD will determine the applicable value.

5. REASON FOR CHANGE: If a DLA Disposition Services customer cancels a 

requisition, a cancellation notice is generated and sent to EBS via the RTD Web (for reutilization 

orders) or via GSA (for transfer and donation orders). Since all requisitions for DLA Disposition 

Service customers require a DTID, this information needs to be sent as part of the cancellation so 

that EBS can identify the correct line item and make the necessary inventory adjustments based 

on the cancellation received.
5 Attachment, ADC 460

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages (tangible/intangible): Adding the DTID Number to the cancellation 

transaction will ensure that the correct line item from the original RTD or GSA requisition is

cancelled. By allowing the customer to cancel by document number and quantity, DLA can 

select the most appropriate DTIDs for cancellation, e.g. those not yet shipped or stored at a 

greater distance.

b. Disadvantages: There are no disadvantages to adding the DTID Number to the 

transaction.

7. ASSUMPTIONS USED OR WILL BE USED IN THE CHANGE OR NEW 

DEVELOPMENT: The DTID Number will be passed on the transaction.

8. ADDITIONAL COMMENTS TO CONSIDER: Not Applicable

9. NOTE ANY REGULATIONS OR GUIDANCE: Updates will be made to the DOD 

4160.21-M.

10. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: March 2012 (with 

enhancement to support transactional cancellation by document number and quantity, to be 

provided subsequent to go-live DLA Disposition Services is requested to provide notification of 

the implementation date for this functionality.

11. IMPACT:

a. Publications:

(1) Requires update to DLMS 869C as shown at Enclosure 1. 

(2) Requires update to DOD 4000.25-M, DLMS, as shown at Enclosure 2. 

b. Automated Information Systems (AIS): 

(1) DLA: Impacts EBS and DSS 

(2) GSA – GSA Surplus Property Program

(3) Service AIS: Under modernization, Components should adopt the capability to 

cancel requisitions from DLA Disposition Services by document number/suffix code and DTID 

combination when considered appropriate for the Component. 

c. DLMS Data. There are no new or revised data elements associated with this change. 

The existing data element for DTID Number is added to the DLMS 869C.
ADC 460, Enclosure 1, Page 1

Enclosure 1, DLMS Supplement Revisions

Location 869C Revision Reason

1. Introductory 

Notes

Add ADC 460 to Introductory notes:

- ADC 460, Revises DLMS Supplement 869C Requisition 

Cancellation, and associated Procedures in Support of 

Reutilization Business Integration (RBI)

To identify 

DLMS changes 

included in the 

DLMS 

Supplement.

2. 1/ BSI07/20 Revise DLMS Note as shown:

Transaction Set Purpose Code

ZZ Mutually Defined

DLMS Note:

1. When included, the quantity and unit of measure values 

associated with this transaction are applicable to the unit of use.

2. Authorized DLMS enhancement under DLA industrial activity 

support agreement. Refer to ADC 381.

3. Authorized DLMS enhancement for DLA Disposition 

Services requisition cancellations. Refer to ADC 460.

Expands 

authorized use 

to DLA 

Disposition 

Services.

3. 2/REF04-01/105 Add new qualifier W1 as shown:

W1 Qualifier Identifying Disposal Turn-In Document Number (DTID)

DLMS Note: 

1. This is a unique number to identify property turned into a 

DLA Disposition Services Field Office. Use in conjunction with 

the controlling requisition document number identified in 

REF01 code TN, to identify the DTID associated with the property being cancelled by a DLA Distribution Services customer. 

2. The DTID Number is required when cancelling a requisition 

from DLA Disposition Services via DLA Disposition Services’

Reutilization/Transfer/Donation (RTD) Web Application or GSA 

Surplus Property Program Web Application. The DTID Number 

value should also be accommodated in Component supply systems preparing the cancellation under DLMS business rules. 

Use a separate requisition cancellation for each DTID Number 

associated with the customer requisition document number being 

cancelled. 

3. When there is no Suffix Code associated with the customer’s 

Document Number, enter the correlating DTID in the REF04-

02. If there is a Suffix Code, then enter the DTID in the REF04-

04. 

4. DLMS enhancement; refer to ADC 460.

Supports RBI; 

clarifies usage.

Adding the 

DTID at both 

levels of the 

composite data 

element enables X12 compliance in the 

presence, or 

absence, of a 

suffix code for

the requisition 

cancellation 

document 

number.
ADC 460, Enclosure 1, Page 2

Location 869C Revision Reason

4. 2/REF04-03/105 Add new qualifier W1 as shown:

W1 Qualifier Identifying Disposal Turn-In Document Number (DTID)

DLMS Note: 

1. This is a unique number to identify property turned into a 

DLA Disposition Services Field Office. Use in conjunction with 

the controlling requisition document number identified in 

REF01 code TN, to identify the DTID associated with the property being cancelled by a DLA Distribution Services customer

The DTID Number value should also be accommodated in Component supply systems preparing the cancellation under DLMS 

business rules. 

2. Use a separate requisition cancellation for each DTID Number associated with the customer requisition document number 

being cancelled. 

3. When there is no Suffix Code associated with the customer’s 

Document Number, enter the correlating DTID in the REF04-

02. If there is a Suffix Code, enter the DTID in the REF04-04. 

4. DLMS enhancement; refer to ADC 460.

Supports RBI; 

clarifies usage.

Adding the 

DTID at both 

levels of the 

composite data 

element enables X12 compliance in the 

presence, or 

absence, of a 

suffix code for 

the requisition 

cancellation 

document

number.

5. 2/LIN02/50 Revise DLMS Note as shown:

SW Stock Number

DLMS Note:

1. Use to identify the local stock number (LSN). 

2. Authorized DLMS enhancement under DLA industrial activity 

support agreement. Refer to ADC 381.

3. Authorized DLMS enhancement for DLA Disposition Services requisition cancellations. Refer to ADC 460.

Expands 

authorized use

to DLA Disposition Services

6. 2/LIN02/50 Revise DLMS Note as shown:

FS National Stock Number

DLMS Note:

1. Use to identify the NSN. 

2. When the unit of use indicator is included (1/BSI07/20=ZZ), 

the NSN cancelled will be interpreted as a unit of use requirement 

so that the cancellation may be processed against the associated 

LSN. The cancelled quantity is expressed in the unit of use for the 

LSN in lieu of the unit of issue for the identified NSN. Authorized DLMS enhancement under DLA industrial activity support 

agreement.

3. Authorized DLMS enhancement for DLA Disposition Services requisition cancellations. Refer to ADC 460.

Expands 

authorized use 

to DLA Disposition Services.
ADC 460, Enclosure 2, Page 1

Enclosure 2, DLMS Manual Revisions

Revise DOD 4000.25-M, Volume 2, Chapter 16, as follows. Paragraph numbering is approximate 

pending full re-write of this chapter for RBI-related changes.

NOTE: Delete current C16.1.2., Single Line Item Cancellations. The last sentence “DRMS shall 

not process mass cancellations.” was moved down to C16.1.4.5.4. 

C16.1.4.5. Requisition and Materiel Release Cancellation. 

C16.1.4.5.1. Customer Requisition Cancellations Based Upon RTD Preparation of the DLMS 869C (DIC AC_), Customer Cancellation Request. Service system customers and 

RTD Web customers have the option to cancel a submitted requisition prior to receiving the inventory from DLA Disposition Services. 

C16.1.4.5.1.1. RTD and GSA Web customers may access the RTD or 

GSA Web application to view existing requisitions and choose to cancel. As a result, a separate 

869C, Customer Cancellation Request, will be sent to DLA Disposition Services along with the 

DTID Number for the item that is being cancelled. When the cancellation involves a unit of use 

LSN, the 869C will carry the unit of use LSN and the cross-reference NSN. The Unit of Use 

Indicator will define the quantity and unit of measure as applicable to unit of use. See paragraph 

16.6.1. below for assignment and use of LSNs, including Unit of Use LSNs. DLA Disposition 

Services will use the DTID Number as well as the requisition document number and suffix code, 

when applicable, to identify and attempt to cancel the order. If no MRO has been generated, the 

DLA Disposition Services can cancel immediately and adjust available inventory accordingly. If an 

MRO has been generated to the DLA Disposition Services Field Office and is open, then DLA 

Disposition Services will attempt to cancel the MRO. 

C16.1.4.5.1.2. Customer Submission of DLMS 869C Cancellations 

Subsequent to Transmission of DLMS Supply Status. In certain instances, the RTD Web will be 

required to generate document number suffix codes as needed to fill the requisitioned quantity using 

property associated with multiple DTID numbers (see C16.1.4.X.X1). Supply status shall be 

provided under the document number/suffix code combination citing the DTID value associated 

with each suffix. Therefore, customer cancellations submitted via the DLMS 869C from 

Service/Agency supply systems may be prepared using the document number and applicable suffix

code from the supply status when applicable. Component supply systems may also cancel 

requisitions by document number and quantity alone, requiring the RTD Web to determine the 

appropriate suffix/DTID combinations to cancel. The RTD Web would then construct the 

individual DLMS 869C transactions and forward to DLA Disposition Services2.

C16.1.4.5.2. MRO Cancellations Requiring an MRO Cancellation Request 

Transaction. The 940R, MRO Cancellation Request (Transaction Type Code “ND’) will be used to 

request cancellation of a MRO, and to follow-up on cancellation requests for which there has been 

no response. The MRO cancellation request can be triggered either by the customer’s submission of 

an 869C, Cancellation (Transaction Type Code ‘AC’) as described above, or systemically by DLA 

Disposition Services if required payment is not received or when an item property characteristics 

 1 The exact paragraph number to be determined upon completion of Chapter 16.

2 Refer to ADC 460. Delayed implementation authorized.
ADC 460, Enclosure 2, Page 2

change affects the customer’s eligibility to receive the property, e.g., DEMIL code change. The 

MRO cancellation request will contain the DTID of the materiel to be cancelled and may contain a 

Disposition Services Indicator for Cancellation Action Mandatory. Normally systemic cancellations 

requested by DLA Disposition Services will carry the mandatory cancellation indicator. The Field 

Office will reply to the 940R MRO Cancellation Request with a 945A, Materiel Release Cancellation 

Advice (Transaction Type Code ‘NR’) or Materiel Release Status (Transaction Type Code ‘NL’). 

Upon receipt of the 945A, the DLA Disposition Services will adjust inventory as appropriate. For 

unit of use LSNs, the 945A will carry the unit of use LSN and the cross-reference NSN. The Unit of 

Use Indicator will define the quantity and unit of measure as applicable to unit of use. See paragraph 16.6.1. below for assignment and use of LSNs, including Unit of Use LSNs.

C16.1.4.5.3. Customer Requisition Cancellation without Submission of 869C, 

Customer Cancellation Request (Transaction Type Code ‘AC’) or the Subsequent 940R, Materiel

Release Order Cancellation Request (Transaction Type Code ‘ND’). DLA Disposition Services allows cancellation of submitted requisitions based upon customer declining the ordered materiel

available for pick up at the Disposition Services Field Office. In these instances, the DLA Disposition Field Office shall notify DLA Disposition Services of the cancellation by providing the 945A, 

Materiel Release Order Cancellation Confirmation (Transaction Type Code NR), which will contain 

DLMS Cancellation Reason Code D, E, F, G, H, or I, as appropriate. Subsequently, DLA Disposition Services shall communicate requisition status to their RTD Web in order to make the cancellation visible to the customer. 

C16.1.4.5.4. DLA Disposition Services shall not process mass cancellation 

requests.”
ADC 460, Enclosure 3, Page 1

Enclosure 3, Response to PDC Staffing

Originator Response/Comment Disposition

1. Army HQDA DCS G-44(S) Concurs with PDC 440 with 

comment.

PDC 440 must be coordinated with PD-LMP for true 

implication.

Noted.

2. Marine Corps This Headquarters has reviewed the subject PDC and 

concurs as written.

Noted

3. Air Force The Air Force concurs with PDC 440 without comments. Noted.

4. DLA Comments provided:

1. Can a customer assign a 5 digit serial number to 

the DTID? If so, will the receiver assign a UCN or 

continue with the 5 digit serial number DTID? If 

so, will the DTID field contain 15 characters?

2. Editorial correction, add “to” where indicated.

3. Once the item is cancelled and returned to the 

inventory in EBS and DSS, where in the disposal 

cycle will it begin again? E.g. in reutilization, 

transfer or sales category? How or which system 

will make this determination using what 

transaction?

4. Visibility of the cancellation would be very helpful 

in research of supply discrepancy reports.

1. No. The DTID is field 

length is 14 positions. 

The serial number portion 

of the DTID is 4 positions. 

Property cannot be 

requisitioned citing an 

original DTID that was 

suffixed by the generator. 

In that situation a UCN 

would have been assigned 

and the UCN would be 14 

positions. The UCN 

would apply to the 

requisition (mapped to the 

DTID data field).

2. Fixed.

3. Once an item is 

cancelled it will re-enter 

the disposal cycle it was 

in when cancelled. This 

will be done by EBS.

4. Noted.

5. DFAS No comment. Noted.

6. Navy The Navy concurs with PDC 440 as written and submits no 

additional changes or amendments.

Noted.

7. USTRANSCOM Abstain. Noted.
ADC 460, Enclosure 2, Page 2

Originator Response/Comment Disposition

8. MILSTRIP 

Administrator

1. Procedures for MILSTRIP transaction cancellation must 

be updated to reflect the optional use of suffix codes.

2. RTD procedures for transaction-based cancellation must 

support cancellation by quantity alone. This is a current 

MILSTRIP functionality. Not all Services incorporate the 

suffix code in a cancellation.

Updated with Disposition 

Services concurrence as 

follows:

From the developer:

They are accounted for on 

outbound transactions due 

to the necessity for Air 

Force to have a suffix. 

Changes to in bound 

transactions from all the 

other services for partial 

cancellations and suffix 

for both GSA would be a 

post-go-live enhancement.